Operational Bookkeeper

About Extenteam

Extenteam is the AI-driven operations platform for short-term rental property management, headquartered in Miami and founded in 2021. Our platform, Shared Services, handles guest communication and daily operational workflows for 80,000+ properties by pairing an AI orchestration layer with a shared-services team of hospitality-trained specialists, so no guest inquiry goes unanswered, day or night, and no property manager has to staff for the 2am cancellation themselves.

We're industry-only: every workflow, integration, and agent we hire is built around property management specifically, not bolted on from a generalist platform. As we push more of that platform toward AI-led automation and self-serve tools, the software our own Shared Services team works in every day has to keep pace, that's this role.

Our Leadership Philosophy

Our company embraces a management style inspired by the ideals of "founder mode," as championed by Airbnb’s Brian Chesky. This means a hands-on, visionary approach to leadership, with a relentless focus on innovation, product excellence, and customer-centric decision-making. We encourage proactive problem-solving, direct involvement in key initiatives, and a collaborative, high-performance culture.

To learn more about the "founder mode" philosophy and how it shapes our operations, you can explore this link. Understanding this mindset will provide valuable context for how we operate and what we value in our team members.

What This Role Is About:

We are seeking a detail-oriented and experienced Operational Bookkeeper to join Tax and Business Solutions, an accounting and tax services firm. The Operational Bookkeeper will support the firm’s day-to-day financial and administrative operations by maintaining accurate financial records, processing transactions, managing client documentation, supporting tax-related workflows, monitoring accounts receivable, and preparing operational reports.

The ideal candidate has a strong bookkeeping or accounting background, excellent organizational skills, exceptional attention to detail, and the ability to manage multiple priorities in a fast-paced professional services environment. This individual should be comfortable working with accounting and practice-management software and be able to quickly learn new systems and processes.

Your Main Responsibilities:

Key Responsibilities

1. Bookkeeping & Financial Transactions

• Enter, organize, and maintain financial transactions, receipts, invoices, and bills accurately.
• Create and enter bills and invoices into QuickBooks or other applicable accounting systems.
• Process and record payments while ensuring transactions are properly categorized.
• Reconcile bank and financial account statements and identify discrepancies.
• Monitor financial records for accuracy and completeness.
• Maintain organized digital financial records and documentation.
• Assist with month-end bookkeeping and financial reporting processes.
• Research and resolve discrepancies related to billing, payments, and financial transactions.
• Prepare ad hoc financial reports using QuickBooks, Excel, Google Sheets, or other applicable tools.
• Assist with accounts receivable activities, including monitoring outstanding balances and following up on past-due invoices.

2. Tax Document & Client Intake Support

• Collect, organize, and maintain tax documents received from clients.
• Review incoming documentation for completeness and follow up on missing or outstanding items.
• Collect prior-year tax returns, intake forms, and other required client documentation.
• Assist with the firm's welcome-packet and client onboarding processes.
• Maintain accurate client records and ensure documentation is properly organized within the firm's systems.
• Enter relevant client and tax information accurately into tax preparation software.
• Support the tax team by ensuring required information and documentation are available when needed.
• Maintain confidentiality and appropriately handle sensitive client financial and tax information.

3. Engagement & Client Workflow Management

• Prepare, send, and track engagement letters and electronic signatures.
• Set up and maintain client portals.
• Monitor outstanding e-signatures and follow up as needed.
• Manage and track client onboarding activities from initial intake through completion.
• Maintain accurate workflow and task statuses within the firm's practice-management system.
• Move jobs through the appropriate workflow stages and update deadlines, dates, and task statuses.
• Monitor workflow queues to help ensure assignments remain on schedule.
• Coordinate with tax professionals, accountants, and administrative team members to ensure timely completion of client-related tasks.
• Identify workflow delays or missing information and communicate them to the appropriate team member.

4. Accounts Receivable & Billing Support

• Monitor accounts receivable and outstanding client balances.
• Conduct professional follow-ups regarding past-due invoices.
• Maintain accurate records of outstanding balances and payment activity.
• Assist with resolving billing and payment questions.
• Communicate with internal team members regarding client billing status and outstanding items.
• Support the team with maintaining accurate billing records and documentation.

5. Operational & Management Reporting

• Prepare recurring and ad hoc management reports for the executive team.

• Track operational metrics and team activity as requested.

• Generate reports related to team member productivity and workflow activity, including:

• Number of phone calls handled by team members.

• Number of tax returns sent to clients.

• Number of tax returns or jobs whose status was changed.

• Workflow and task completion metrics.

• Other operational KPIs requested by management.

• Maintain accurate reporting data and identify inconsistencies before reports are submitted.

• Assist leadership with gathering and organizing information needed for operational decision-making.

6. Administrative & Operational Support

• Provide cross-functional administrative and operational support to the tax and accounting teams.
• Monitor shared email inboxes and organize incoming receipts, documents, and client correspondence.
• Maintain organized digital files and documentation within Google Drive and other company systems.
• Assist with identifying and resolving administrative or workflow issues.
• Communicate clearly with internal team members regarding deadlines, missing information, and outstanding tasks.
• Assist with improving and documenting internal processes as the firm's systems and workflows evolve.
• Perform other operational and administrative tasks as needed.

Compliance & Confidentiality

• Maintain strict confidentiality when handling client financial, tax, and personal information.
• Follow company policies and established procedures for handling financial and client documentation.
• Ensure records are complete, accurate, and properly maintained.
• Follow applicable accounting, tax-office, and data-handling procedures.
• Maintain organized documentation for internal reviews and audits when applicable.

Software & Technology

• Utilize QuickBooks and other accounting software to maintain accurate financial records.
• Utilize tax preparation software for accurate data entry and client information management.
• Utilize practice-management and workflow systems to track client engagements and assignments.
• Utilize electronic signature and client portal platforms.
• Use Microsoft Excel, Google Sheets, Google Drive, and other productivity tools.
• Quickly learn and adapt to new software, systems, and technology.
• Collaborate with internal team members to identify opportunities to improve system functionality and workflow efficiency.

What We’re Looking For:

• Excellent written and verbal English skills. No exceptions.
• This position will communicate with clients, team members, and leadership through email, phone, messaging platforms, and other communication channels.
• Proven experience as a bookkeeper, accounting assistant, tax administrative assistant, or similar role.
• Experience working in an accounting, tax preparation, bookkeeping, or professional services environment preferred.
• Strong understanding of bookkeeping and basic accounting principles.
• Proficiency with accounting software, particularly QuickBooks.
• Experience with Excel and/or Google Sheets.
• Strong attention to detail and accuracy.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Strong problem-solving and critical-thinking skills.
• Ability to work independently with minimal supervision.
• Ability to handle confidential financial and client information with discretion.
• Tech-savvy and able to learn new software and systems quickly.
• Strong follow-through and accountability for assigned tasks.

Nice to Haves

• Previous experience working for a CPA firm, accounting firm, tax preparation firm, or bookkeeping company.
• Experience with tax preparation software.
• Experience with practice-management or accounting workflow systems.
• Experience managing client portals and electronic signatures.
• Experience with accounts receivable and collections follow-up.
• Familiarity with tax return preparation workflows and client intake processes.
• General understanding of U.S. tax preparation processes and terminology.
• Experience preparing management and operational reports.
• Experience working in a fast-paced professional services environment.

Technical Requirements:

• Internet speed minimum 30mbps: Needs to be Wired (Buy a dongle if no LAN port)
• i5 11th Gen or higher
• Windows 11 / MacOS Catalina or higher
• Minimum of 8 GB RAM
• Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
• Back-ups in case of power or internet provider interruptions
• Good headset and webcam (preferably noise-canceling headset)

Why You’ll Love Working with Us: 

• Competitive Salary — We offer a competitive salary that reflects the candidate’s experience, skills, and responsibilities.
• Remote Work — This role is 100% remote, allowing flexibility and eliminating daily commute.
• Paid Time Off — Standard leave entitlements (vacation, sick leave, vacation leave) for rest and well-being.
• HMO Coverage — Company-provided HMO plan, offering access to medical services via accredited hospitals and clinics under a Health Maintenance Organization. This helps ensure employees have access to routine checkups, consultations, and coverage for medical care.